Prism allows you to track all incoming deposits and settlement payments by who collected in order to settle up with artists and create invoices/receipts. You can also track all artists' invoices/receipts by artist or via reports. These tools will help you stay on top of how much the agency is holding and how much the artist is owed.

On the Deals tab of Events, add the deposit details for the show to include them in the contract. To add or update the deposit amount:

Once a Deposit is added to an event, it will appear in the Payments section at the bottom of the Deals tab. To edit the deposit amounts or due dates, edit the deal by clicking the three dot menu next to the Contract button and clicking Edit.

Once an event is Confirmed, the Payment Status will start tracking as either Upcoming or Overdue based on the Due Date.

Mark a Deposit as Paid by clicking on the Payment Status toggle pictured below.

When a Deposit or Settlement is marked as Paid, update the "Collected By" column for who collected the amount, either Agent or Artist. This will be important for invoicing and determining who is owed what.

When a Deposit is marked as Paid, the Paid Date will automatically be updated with today's date, but can be updated to a specific date by clicking on the Paid Date.

When a Deposit is marked as Paid, the Paid Amount will also automatically set to the original Deposit amount. If the Paid Amount differs from the original amount, adjust the Paid Amount number. The Paid Amount will factor into the Artist Settlement via the Balance Table.

If the Deposit was not paid, mark it as "Not Paid" to set the Paid Amount to $0.

Add Notes in the "Edit Notes" section to include information about payment types.

Use the Payments report to track deposits across all of your shows. To get to the Payments report from an event click the "View Reporting" button in the Payments section or click the Reports tab on the lefthand sidebar of Prism and then select "Payments." This report will help you manage all of your paid and outstanding deposits.

Use the Filter (1) on the right hand side of the report to Filter for the shows by date range, artist, agent, etc. Scroll down on the Filter to narrow down the results to only deposits if needed and then click "Apply Filters." Update deposit payment statuses directly from this report and add notes to the "Edit Notes" field. Mark who collected the deposit in the "Collected By" field as either Agent or Artist. Sort by "Due Date" or "Event Date(s)" by clicking on the column name (2).

Use the Hide settled artist balances toggle (3) to filter out any shows that have already been invoiced and have a $0 balance. Hiding settled artist balances will help you understand which deposits the agency may still be holding.

Adjust the visible columns on the report with the "Columns" button (4) and include things like Venue City or Event ID. Download this report as a CSV using the Download CSV button (5).

On the Artist Roster tab, click on the Artist's Name and view the "Balance Table" tab on their artist record. Only events that have not been fully invoiced and are marked as "Settled" will appear here.

If any numbers in the Balance Table need to be updated, click the blue link to the event to open the event in a new tab and adjust the payout or deposit numbers within the event (information on finalizing numbers within an event here). You will need to change the status from "Settled" to "In Settlement" in order to make any changes, and then switch it back to "Settled" when you're ready to send it back to the Balance Table.

Any show that has a deposit or settlement payment that was marked as Collected By Agent that is Upcoming or Overdue will have a red warning next to it. This alert ensures that you collect all that is due to the agency before invoicing.

The Balance Table will help you determine how much is owed to the artist or to the agency based on who collected deposit and settlement payouts.

Skip to "Review Commissions" to learn more about reporting on Commission by agent. This report can be useful for auditing commission payouts are correct on each show.

Preview an invoice/receipt in PDF format by clicking the purple "Settle Balance" button. Select the check box next to the shows that you would like to include in the invoice/receipt. Click the grey "Preview PDF" button to review the document.

There is an option to include a partial payment on the Settle balance screen. Scroll to the right and adjust the amount in the "Total Amount included in invoice/receipt" field to decrease the payment amount. This option can be used if the artist owes the agency and you would only like to include a partial payment in their invoice, or set the payment to 0 if you want to carry over the balance to the following pay period.

Click on "Edit Terms" if there are are notes you want to include on the document itself. You can create Invoice Terms templates via your Org Settings under Templates > Text Templates.

To create the invoice/receipt and settle out the shows, click the purple "Done" button. Leave the Payment Status as "Upcoming" if you are waiting to pay the artist or to collect payment from the artist.

Once you click Done, the invoice will be added to the Invoices/Receipts tab for reference and can be marked as Paid there when payment is complete.

Download or preview the invoice/receipt and send it to the Artist team using the Download or Preview buttons. Click the "Send Email" button to send the invoice/receipt via email directly from Prism.

Add your Contacts or Contact Roles in the recipient fields in the email window.

Email templates can also be created for sending Invoices/Receipts in your admin settings. Read more about tracking invoices below.

There may be cases when an invoice/receipt is created for an artist and no payment is made before the next invoicing date. Check out the video below for how to carry over the balance from an unpaid invoice into the next invoice period.

Use the Commissions tab in reports to audit commissions. To access the Commissions report, click the Reports button on the left sidebar of Prism and then Commissions.

Use the Filter on the right side of the report to narrow down the results. For example, filter by Artist for a particular date range to review all of commissions for a time period or tour. For shows with multiple agents receiving commission, each agent will be listed on a new line in the report. Use this report to audit Settled shows and confirm that all agents are properly commissioned!

This report can also give a detailed view of a particular agent's commission over a time period when applying the filter by agent.

Use the Columns button to include additional data points in the report like City or Venue. Download this report as a CSV for further analysis using the Download CSV button.

You can also use this report to forecast expected commissions on future shows. Use the Columns button to include data points for “Estimated Artist Earnings”, “Estimated Agent Commission", and "Artist Guarantee".

If you've invoiced a show or a tour but find out weeks later that the artist was in fact underpaid or overpaid, you can account for the difference in the next invoice.

Once a Balance is settled, invoices and receipts for the artist will be tracked on the Invoices/Receipts tab for the Artist.

Use the Columns button to adjust the visible columns on the table. The Amount Paid is the most important number to look at in this table, it is the total amount that is included in the invoice.

Note that some events can be partially settled and included in multiple invoices/receipts so the Total Agent Commissions, Total Artist Earnings, Total Collected by Agency, and Total Owed to Artist column may include totals from shows that appear on multiple invoices.

The Outstanding Balance field will display any amount that will carry over to the next invoice/receipt for the artist.

Once an invoice/receipt is paid, mark the status as "Paid" using the status dropdown. The Paid Date will set to today's date and can be updated to a specific date if needed.

Keeps Notes on the payment method for the invoice or any other details in the "Edit Notes" section.

Preview the invoice with the eye icon to view the PDF.

If you Remove an invoice from this page, the shows included in the invoice will be sent back to the Balance table to be invoiced again.

To see all of the invoices/receipts for all artists in the account, visit the Reports tab on the lefthand sidebar of Prism and select "Invoices/Receipts."

Use the filters on the right to filter by date range for when the invoice was created, status, agent, and artist.

Use the Columns button to adjust which fields are visible in the table, which can be saved as Column Sets, and follow the instructions above to track invoices and receipts.